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Wedding Advice

March 23, 2016

Hotel Wedding Room Block Need-to-Knows

Photo Cred: James Anderson Photography

Photo Cred: James Anderson Photography

Reserving a hotel wedding room block for you and your guests is important to ensure your guests have a place to stay near your wedding. There are many hotels you can choose from in and around DC, that offer their own set of benefits and perks. How do you choose which one is best for you? What questions should you be asking to ensure you get the best deal? Here’s what you should be keeping in mind!

  • Book Early! – The earlier you book your hotel wedding room block, the earlier you can guarantee you get your first pick. This also this give you plenty of time to notify your guests of their choices when staying in town. Which brings us to our next tips.
  • Give Your Guests Options – Always best to book at the minimum 2, no more than 3, hotel wedding room block for your guests to choose from. Typically couples will provide a more expensive option with more amenities, and a budget-friendly option for those needing it. Everyone loves options!
  • You Need Less Rooms Than You Think – I know it’s hard to guesstimate how many rooms you’ll need before you have an RSVP count. A good rule of thumb is to tally all of your guests from our of town (Remember a couple still count as one room!) and divide by two. This will be your high number. Not everyone will stay in your block, and that’s okay.
  • Check-In Time – Many of your guests will only stay the night of your wedding. It’s important to make sure that the check-in time does not conflict with your ceremony start time (and leaves plenty of time to freshen up after checking in!). Guests who are arriving on the wedding day will need time to check-in and get ready. If you’re planning a 2PM ceremony and check-in time is 3PM, well, some of your guests are going to be annoyed because they had to get dressed in a lobby bathroom. Not fun!
  • Now For the Fun Part, PERKS – Many hotels with a hotel wedding room block option are happy to provide extras to couples that they don’t normally offer to other groups. Here are a few of the most common ones:
    • Shuttle Service: The hotel may have an in-house shuttle that you can take advantage of to transport guests to and from your wedding. This is usually subject to a max distance radius from the hotel and some will charge a nominal fee for this service, but you can be certain that it will be less than hiring a third-party!
    • Free Rooms: If you’re booking a large number of rooms at one property (i.e., twenty or more), you may be able to get a free room. Hotels often have a “comp ratio” of 20:1 or 25:1, meaning for every twenty or twenty-five nights sold, you receive a complimentary night. Some hotels will offer upgraded rooms if you’re shy of the comp ratio. Be sure to check if this can also include your Bridal or Groom Suite.
    • Welcome Bag Delivery: If you chose to have welcome bags, you can ask the hotel to hand them out at check-in or deliver them directly to the rooms. Be aware that most hotels charge a fee of anywhere from two to four dollars per bag, which can add up quickly! Ask them to waive the fee before you sign the agreement—most hotels are willing to concede on this point because of the very small profit.
    • Welcome or After Party: Wanna party the night away? Many wedding venues have restrictions on event end times. Ask the hotel (well in advance) about keeping their bar open late for you. Most hotels will gladly do so, provided your group spends a minimum amount.
    • Rehearsal Dinner/Brunch Locations: Some hotels will offer a discount or incentive for staying at their hotel and using their partnering restaurant for your pre or post wedding activities. This could help out a ton and would be super convenient for your guests.

    Tiffany Rivera is a Wedding Planner & Event Planner serving DC, Maryland, Virginia and beyond!

Share this Post!

  1. Tyrenda Pentecost

    March 23rd, 2016 at 5:07 pm

    awesome tips

  2. Tiffany Rivera

    March 24th, 2016 at 7:52 pm

    Thank you!!! <3

  3. Jessica

    March 23rd, 2016 at 5:27 pm

    These are great tips! It can be daunting working with a hotel for the first time. Thanks!

  4. Tiffany Rivera

    March 24th, 2016 at 7:52 pm

    Thanks! Glad you enjoyed them 🙂

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